Transplant Admin Assistant

Oxford University Hospitals NHS Foundation Trust; Oxford; On-site; GBP 21,000 - 25,000; Full time

Job summary

Oxford University Hospitals NHS Foundation Trust is seeking an administrative professional to support clinical teams across its hospital services. The role involves handling confidential information, managing diaries and correspondence, and coordinating outpatient appointments.

The successful candidate will work with consultants and nursing staff, ensuring timely processing of referrals, letters, and patient records, while maintaining high standards of accuracy and professionalism.

Qualifications

• Provide robust administration support to clinical, nursing and administrative staff.
• Respond to communications promptly via email, face-to-face and telephone.
• Maintain patient confidentiality at all times.
• Use Trust IT systems (EPR, Voice Recognition, SCANIT) to register patients and manage appointments.

Responsibilities

• Provide administrative support to Consultants, clinical staff and all patients under their care.
• Diary management and correspondence support.
• Process outpatient appointments and discharge letters within expected timelines.
• Open and prioritise incoming post and action urgent items as needed.
• Monitor urgent investigation requests and ensure RTT targets are met.
• Maintain accurate filing in paper or electronic records.

Skills

Administration

Communication

Confidentiality

IT systems

Tools

EPR

Voice Recognition

SCANIT

Job description

Oxford University Hospitals NHS Foundation Trust

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence, and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.

In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles Oxford University Hospitals promotes a safe, respectful hiring environment. If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.

Please note that you do not need to apply again if you have previously applied.

• Provide a robust administration function that underpins the delivery of a high quality service and maintain effective working relationships with clinical, nursing and administrative staff.
• Respond to communication and queries including email, face to face and over the telephone in a timely manner
• Maintain patient confidentiality at all times.
• Use the Trust IT systems (for example EPR, Voice Recognition, SCANIT, etc.) to register patients, make up a set of patient notes, make outpatient appointments, produce end of treatment letters, ensure that details are correct, check in / check of outpatient appointments as instructed.
• Attend Departmental meetings and training as required to ensure that you maintain an up-to-date working knowledge of service and trust procedures
• Act in a manner aligned to our Trust Values and consistently demonstrate the behaviours that will ensure we achieve our ambition of delivering compassionate excellence.
• Any other duties which may be needed to fulfil the objectives of the post, which are appropriate to the grade.
• Provide administrative support to Consultants, clinical staff and all patients under their care, including diary administration, correspondence support and other administrative duties as required.
• Use of the Trust digital transcription systems to produce clinical correspondence to inform referrers, patients and other relevant parties of patient pathway progress. In doing so, produce correspondence that is of high quality and conforms to the national target of sending out within 10 working days.
• Open and prioritise incoming post, ensuring supporting information is available when appropriate and taking responsibility for actioning urgent items in the absence of the Consultant or other clinical staff.
• Monitor urgent investigation requests to ensure they are processed appropriately.
• Work closely with all staff in the service to ensure compliance with 18 week referral to treatment (RTT) targets, escalating and intervening where necessary to expedite appointments and procedures to avoid breaches.
• Maintain an accurate and current filing system, ensuring letters, clinical reports, diagnostic test results and other notes are filed in the correct patient notes, in either paper or electronic record systems.
• Update patient details on EPR and other Trust and departmental record systems
• Ensure patients that require discharge are processed accordingly and the Patients Missing Follow Up List is updated.

For further details / informal visits contact: Name: Kate Ochiela Job title: Team Leader-Renal and Transplant Telephone number: 01865225355

Kerry Proper

01865 225355